Legal Secretary

Company: City of Hollywood, FL
Location: Hollywood
Posted on: May 4, 2022

Job Description:

The Position

JOB SUMMARY:

Under the direction of an attorney and/or administrative supervisor, performs responsible clerical work requiring specialized knowledge of legal terminology, policies, procedures, and Court functions, including proficiency with local, state and federal e-filing portals. Knowledge of the secretarial support function in the litigation aspects of a law practice, and excellent computer skills are crucial to this position. Incumbents must use discretion in decision making and policy interpretation. Work is reviewed through observation and written reports for adherence to established policies and procedures.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

* Types and edits departmental legal documents including reports, ordinances, resolutions, pleadings, legal briefs, and declarations.
* Assembles, prepares, types, proofreads and copies a wide range of correspondence and special documents; assembles documents and exhibits needed in proving cases.
* Acts as a receptionist; greets the general public; assesses their informational needs; answers phones and directs callers.
* Assists supervisor with preparation of materials for legal proceedings as directed; organizes litigation files; schedules meetings, hearings and depositions and provides support to collective bargaining agreements as well as assists with handling debt collection.
* Operates a computer, photocopier, printer, facsimile machine, and typewriter.
* Maintains specialized manual or automated filing systems; maintains and updates law library; files documents at Courthouse as directed.
* Prepares and submits court documents.
* Maintains legal calendar and dockets on pending cases.
* Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
* Establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
* Performs related work as required for this position description only.

The Requirements

EDUCATION/EXPERIENCE:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required:

High School Diploma, plus a minimum of three (3) years experience working at a law firm or legal department; or an equivalent combination of training and experience.

Preferred:

Ability to speak and understand Spanish in a law office environment.

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

CERTIFICATES, LICENSES, REGISTRATIONS:

* Valid Driver's License: With proof of automobile insurance
* Background Check: Must have an acceptable background record
* Driving Abstract: Must have an acceptable driving record

KNOWLEDGE, SKILLS, ABILITIES:

* Knowledge of judicial and legislative process and procedures.
* Knowledge of legal terminology and prescribed formats and procedures in preparing legal documents.
* Knowledge of modern office procedures and practices.
* Skill in the use of electronic office equipment and software (i.e. Microsoft Excel, Word, PowerPoint, and Access).
* Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
* Ability to work efficiently and courteously with the public.
* Ability to follow complex oral and written instructions.
* Ability to take and transcribe dictation from transcription equipment.
* Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public.

PHYSICAL DEMANDS:

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require fingering: picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

Work is performed primarily in an office environment which is a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.

The Examination

Examination:Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations.

You will be notified of the time and place of your examination when you file or later by mail. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed.

Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top three names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts.

Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be cancelled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number.

Special Accommodation and Communication Needs:The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Such requests must be madePRIORto any scheduled examination.

Veteran's Preference:The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, please refer to theFlorida Department of Veterans' Affairs.

Additional Information

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.

EMPLOYMENT OF RELATIVES: The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees. Effective January 28, 2008, a relative may only be hired under the following additional conditions:

* The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
* The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
* The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.

As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood.

REASONABLE ACCOMMODATION: The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling (954) 921-3216.

All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).

The City of Hollywood is an Equal Opportunity / Equal Access Employer.

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